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Gastronovi → Apaleo | Onboarding Guide
Gastronovi → Apaleo | Onboarding Guide

This document is a guide for setting up the integration between your Gastronovi POS and Apaleo PMS environments via the Omniboost Datahub.

Vincent Verschueren avatar
Written by Vincent Verschueren
Updated this week

Guide Overview

This guide provides detailed instructions on setting up and configuring your integration between Gastronovi → Apaleo via Datahub. It includes the following sections:
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  • Accessing Datahub:

    • Instructions on how to log in to our system, Datahub.

  • Configuring POS (Gastronovi) Settings:

    • Step-by-step guidance on configuring your POS settings in Datahub.

  • Configuring Apaleo Settings:

    • Detailed instructions for setting up and configuring your Apaleo settings in Datahub.

  • Configuring the mapping:

    • Clear guidance for configuring POS product categories to correspond with sub accounts from Apaleo.

To access Datahub, you'll also require an Authenticator app on your phone for the 2FA. We recommend using one of the following free apps:

Integration Setup Requirements

To establish the Gastronovi → Apaleo integration, the following steps and information are necessary:

Sub accounts

​Prior to starting the integration process, the following sub accounts must

be created:

  • A Sub account for: Fallback Revenue

  • A Sub account for: Fallback Payments

  • A Sub account for: Tips/Gratuity

Furthermore, it is essential to link your product categories and payment methods from Gastronovi to a sub account. For instance, if you have a product category named Beer, ensure that there is a sub account named Beverages or Alcohol.

Similarly, for payment methods like Visa, create a sub account named Visa or Credit Card or a similar term.

External folio’s (Outlets)

External folio’s will be created, only if you intend to enable direct payments such as cash or card transfers to Apaleo. The External folio name will be created based on the different salespoints you have in Gastronovi.

Access Datahub

To access Datahub, follow these steps:

  1. Obtain Login Credentials:

    • Ensure you've been provided with login credentials by an Omniboost support agent. If you haven't received them, kindly request them from your designated contact at Omniboost.
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  2. Navigate to Datahub:

  3. Enter Your Credentials:

    • Email: Input the email address you used to create the account.

    • Password: Enter the password you received in the email.
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  4. Select “Remember Me”:

    • Check the Remember me box to save your login details for future access.
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  5. Click “Login”:

    • Press the Login button to proceed.

Note: For a visual guide, please refer to the image below for further information.
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Setting Up Two-Factor Authentication (2FA)

  1. Log In to Datahub:

    • Ensure you are logged in to Datahub with your credentials.
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  2. Initiate 2FA Setup:

    • Locate and click on the Enable button to start the Two-Factor Authentication (2FA) setup process.
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  3. Follow the Instructions:

    • Follow the on-screen instructions to complete the 2FA setup. This involves linking your account with an authentication app (e.g., Google Authenticator, Authy) on your phone and entering a verification code.
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  4. Complete Setup:

    • Once the 2FA setup is complete, confirm any additional steps or settings as prompted.

Important: Enabling 2FA is a crucial step to enhance the security of your account. Make sure to follow all instructions carefully to ensure that 2FA is properly configured. If you skip this step, you won’t be able to log in again. If you accidentally do this, please reach out to support@omniboost.io

Steps to Set Up 2FA:

  1. Scan the QR Code:

    • On the screen where you clicked Enable, you will see a QR code.

    • Download a 2FA app such as Google Authenticator or Authy on your smartphone.

    • Open the app and use it to scan the QR code displayed on the screen. This QR code will set up your 2FA codes.
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  2. Generate and Enter 2FA Code:

    • The 2FA app will start generating a new authentication code every 30 seconds.

    • Enter the current code from your app into the provided field on the Datahub screen to complete the setup.
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  3. Save Recovery Codes:

    • Make sure to note down the recovery codes displayed on the screen.

    • These recovery codes can be used to access your account if you lose access to your 2FA app.
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  4. Complete Setup:

    • Follow any additional prompts to finalize the 2FA setup.

Important: Ensure you store your recovery codes in a safe place. They are essential for accessing your account if you ever lose access to your 2FA app.

Starting the Integration Setup

  1. Access the Next Screen:
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    • After successfully creating your user and setting up Two-Factor Authentication (2FA), you will be directed to the next screen.
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  2. Click “Start Setup”:
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    • On this screen, find and click the Start setup button to begin configuring the integration.

Note: For a visual guide, please refer to the image below for further information.

Configuring Gastronovi (POS) Settings:

Now that you're logged in with Gastronovi, you'll arrive at the configuration screen. Below, you'll find explanations of the settings and what information to input, using a user-friendly example for clarity:

  1. Configure Tip Name:
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    • Depending on your preferences, customize the description for tips. It can be named Trinkgeld (in German), Gratuity, Tips or any term of your choice.

    • This description will be used to send the tips you receive in Apaleo.
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  2. Configuring Discounts Name:
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    • This is the description on how we’ll send over the discounts from Gastronovi to Apaleo, mostly this is called Rebatt or just Discounts.

      • Even if you don’t make use of any discounts at your location, please fill in the description.

Note: For a visual guide, please refer to the image below for further information.

Configuring Apaleo (PMS) Settings

The following steps entail configuring the PMS settings, specifically for Apaleo. Below is a detailed guide to assist you through this process.

  1. Select an Sub Account for the Default Analysis Code:
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    • Within this dropdown, choose the Fallback Revenue that was requested to be created.

      • Purpose: The Fallback Revenue acts as a safety net in case a new product category is generated in Gastronovi but not mapped in the Datahub. If any data lands on this category, please log back in and check your mapping.
        ​

  2. Select an Sub Account for the Default Payment Code:
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    • From this dropdown, opt for the Fallback Payments that was requested to be established.

      • Purpose: Similar to the Fallback Revenue, Fallback Payments acts as a precaution for payment methods that are inaccurately mapped in the Datahub to prevent data loss.

3. Selecting the correct External folio:

  • From this dropdown, select the correct Outlets which is used to forward all external sales and payments to Apaleo.

    • When we load this page, we will create the folio’s for a dedicated day. Those folios can be selected for each outlet. At the end of the day, we will create new folio’s where we post the relevant data.

4. Selecting the Tip Code:

  • From this dropdown, designate the accounting category where Tips/Gratuities will be allocated to.

5. Selecting the Discount Code

  • Within this dropdown, please select the Discount accounting category, most likely called Rebatt. This category is designated for allocating all revenue or payments related to discounts.

Configuring the mapping between Gastronovi and Apaleo:

Now that the configuration of Gastronovi (POS) settings and Apaleo (PMS) settings is complete, the final step involves configuring the mapping. This step ensures that transactions and data from Gastronovi are accurately categorized and recorded in Apaleo.
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Step-by-Step Instructions

  1. Access Mapping Settings:
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    • Proceed to the mapping settings in Datahub. At the top, you will find your Gastronovi floors. Each floor can have its mapping, or you can use the same mapping for all floors by setting the first floor mapping as the default.
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  2. Mapping Overview:
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    • On the left side, you will see the product categories from Gastronovi.

    • On the right side, there is a drop-down menu containing your Apaleo sub accounts.
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  3. Create Logical Mappings:
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    • Link the product categories from Gastronovi to the corresponding Apaleo sub accounts.

    • Ensure that there is a logical structure in your mapping to facilitate accurate data transfer and recording.
      ​

  4. Example Mapping Scenarios:
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    • Scenario 1: Direct Category Mapping

      • If you have a Gastronovi product category named "Hot Drinks" (associated with products like Hot Chocolate, Coffee, Tea), make sure there is an Apaleo sub account named "Hot Drinks". Map the Gastronovi "Hot Drinks" category to this accounting category.

    • Scenario 2: General Category Mapping

      • Alternatively, you could establish a general Apaleo sub account named "Drinks" and map various Gastronovi product categories (e.g., Hot Drinks, Cold Drinks, Soft Drinks) to this single accounting category.

    • Scenario 3: Simplified Mapping

      • For simplicity, you could map all Gastronovi product categories related to food and beverages to a general Apaleo sub account named "F&B (Food and Beverage)".
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  5. Review and Adjust:
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    • Scrutinize the mapping to ensure it aligns with your business requirements.

    • You have the flexibility to revisit and adjust the mapping as needed, especially as your business evolves or when more efficient ways to categorize transactions are identified.

Example Configuration

Here is an example configuration:

  • Gastronovi Product Category: Hot Drinks

    • Apaleo Accounting Category: Hot Drinks

  • Gastronovi Product Category: Soft Drinks

    • Apaleo Accounting Category: Drinks

  • Gastronovi Product Category: Desserts

    • Apaleo Accounting Category: F&B or Food

Additional Tips

  • Experiment: Do not hesitate to experiment with different mappings to find the most suitable one for your business.

  • Consistency: Maintain consistency in naming and categorizing for smoother tracking and reporting.

  • Consult: Reach out to your Omniboost agent for guidance or assistance with complex mappings.

Final Steps

Upon completing the mapping configuration, review all settings for accuracy. Once satisfied, proceed to test the integration to confirm the correct flow of data between Gastronovi and Apaleo. This testing phase helps identify any potential issues and ensures seamless operations going forward. For any required assistance, kindly contact your Omniboost representative or email pos-support@omniboost.io
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Note: For a visual reference, please consult the image below for further details.

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